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UF/IFAS Office of the Dean for Research

UF/IFAS Office of the Dean for Research

IIST Frequently Asked Questions

Where can I find information from your recent presentations?

Introduction to the IIST — short presentation describing the IIST (IFAS Admin Council, August 2019)

What's the Harm? — full presentation on research compliance, export control and foreign engagement (Seminar with DRCGS, September 2019)

International Pre-Award — full presentation on providing an overview of the pre-award review process for international proposals (IFAS Research Administrator meeting, October 2019)


How is the IIST streamlining the review process for international agreements?

Statements of intent to collaborate cannot be used to capture UF approvals for specific activities with international collaborators. Faculty often need additional agreements that cover the activities they wish to perform with collaborators.

The IIST is maximizing direct support for all faculty by providing college-level guidance to faculty seeking agreements with foreign collaborators so that fewer agreements are needed over the life of a project.

• IFAS is evaluating all international activities (including MOUs) to transition them into the appropriate UF system.

• IIST is working with the Division of Sponsored Programs (DSP) to review all new agreements.

• UFIRST can now support both traditional and zero dollar proposals and agreements.

If you would like to establish an MOU with an international organization (including institutions of higher education located outside the United States), a multinational or international non-profit or non-governmental organization, or other multinational institution, contact IIST.


What are Cost Principles?

Cost principles refer to the underlying guidance that UF follows to determine the allowability of a cost. These are the minimum requirements, often accompanied by other terms, conditions and restrictions. While these principles are critical to the management of federal funds, faculty and staff should adhere to these principles no matter the funding source. For each expense, ask yourself if this is…Necessary, Allocable (to the project/program/state), Reasonable, and Consistent (with policy). Click here to access an excerpt of the Office of Research’s training on Cost Principles.


Does the IIST have advice for ground transportation while in country?

Often a “missed cost”, ground transportation is usually required to complete activities while traveling abroad.

The state of Florida Enterprise/National contract is not available outside the US. You should document the exception and follow the non-contract vendors steps from the Travel webpage for rental vehicles: http://www.fa.ufl.edu/directives/rental-vehicles/

When traveling by car in countries other than the US, US territories, or Canada, you should rent a vehicle, take a taxi or other locally available ground transportation, or use a UF-owned vehicle (uncommon). Additional tips on laws, safety, and insurance are available on the State Department’s website: https://travel.state.gov/content/travel/en/international-travel/before-you-go/driving-and-road-safety.html

UF’s insurance does not cover the use of personal vehicles for business travel outside of the US, US territories, and Canada. You are also responsible for repair costs when using a personal vehicle, and reimbursement is limited to mileage logged for UF business: $0.445/mile.


Does the IIST have specific guidance for department chairs and center directors?

Unit leaders are encouraged to consider:

• While support from international sources can appear attractive, “easy money”, not all collaborations advance faculty’s reputation and career.

• Be vigilant. Involvement with some international organizations can compromise the ability to receive federal funding and don’t provide indicators of distinction as federal grants do.

• Report all foreign engagement appropriately. Certain federal agencies require all support received to be reported– including consulting, in-kind, whether fully or partially comp’d.

• Faculty salaries are paid with state money, therefore any activities that faculty do are paid for by the citizens of the state (i.e. public funds used to benefit the state of Florida and its interests).

• Contact the IIST to have your potential collaborators and host institutions checked in Visual Compliance.

• Do not sign anything! Have all agreements verified by UF legal representatives, primarily, the Office of Research.


Resource Links

http://www.fa.ufl.edu/directives/rental-vehicles/ 

http://www.fa.ufl.edu/directives/private-automobiles/ 

https://travel.state.gov/content/travel/en/international-travel/before-you-go/driving-and-road-safety.html